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Grants Specialist

Boston, MA 02215 - 5450

Posted: 10/03/2023 Employment Type: Direct Hire/Perm Job Category: Accounting & Finance Job Number: 579643 Is job remote?: No Country: United States

Job Description

The Sr. Research Administrator is responsible for the management of complex research portfolios for multiple laboratories (and Disease Centers, as applicable) and completes work autonomously, updating department leadership, as necessary. The Sr. RA serves in a leadership role within the department of Molecular and Cellular Oncology’s business office, functioning as a senior resource to peers within the department and across the Institute.

The Sr. RA is responsible for a diverse set of funding types including federal, industry, foundation, donor, institutional, chargeback, and clinical trials. The Sr. RA collaborates with and advises faculty and researchers on the preparation of sponsored research applications and/or the financial management of sponsored and institutional funds; and is responsible for problem solving on behalf of the department. The Sr. RA has advanced and specialized expertise and regularly provides guidance and mentorship to colleagues with less experience, in addition to leading training and educational efforts within the Institute.

The Sr. RA is responsible for collaborating with Institute central offices such as Research Finance, Accounts Payable, Research Administration, Special Funds, Grants and Contracts, the Clinical Trials Office, Office of General Counsel, and the Innovations Office.


Grant Preparation (pre-award):  Responsible for all administrative aspects of grant preparation of sponsored research applications. Review sponsor eligibility and application requirements and ensure applicants understand them, responsible for the entire application excluding scientific content, meet and communicate internal and external deadlines in a strict deadline-driven environment, research funding opportunities for investigators, draft non-scientific materials for proposals, coordinate with administrators and faculty from other departments or organizations to complete proposals, coordinate institutional review of proposals by Grants & Contracts and submission to sponsors, prepare JIT information and responses to other pre-award inquiries. 

Portfolio Management: (post-award):  Responsible for the financial management of sponsored and institutional funds portfolio management. Prepare financial and narrative reports for sponsors while managing and adhering to specified deadlines, provide projection and project summary reports to investigators on a regular basis, ensure spending adheres to budget and sponsor and Institute guidelines, invoice and monitor receivables for clinical trial enrollment when appropriate, establish billing agreements as appropriate, track milestones and receivables for industry agreements.

Procurement: Approve and/or initiate purchase requests for investigators and laboratory members via Purchase Orders and PCard.  Verify funds are available, expenses are allowable and correctly allocated in a timely manner.  Review and approve bills for core and center services.

Human Resources: Onboarding - conduct financial analysis to determine availability of funding, assist in the development of job descriptions, post positions, approve salary offers, process visa applications and payments as appropriate. Ongoing - process merit, equity and promotions requests.  Manage salary allocations in adherence to funding guidelines and availability. Offboarding - manage termination process checklist, process termination paperwork.

Compliance: Partners with faculty and researchers to ensure adherence to internal and external policies. This includes consulting with faculty/OGC/Innovations on MTA, DUA and consulting agreement processes. Also includes advising faculty and researchers and/or referring them to appropriate resources for other compliance issues such as financial conflict of interest and foreign influence. Educate new researchers and manage the federal time and effort process for applicable researchers. Continuous learning and educating of researchers on NIH Grants Policy Statement and our Policies. Review Time and Effort prior to routing to researchers for certification.

Cores, Centers and Chargebacks: Assist in pricing development and annual review of pricing, process monthly billing for internal and external customers, manage funds to ensure revenue meets expenditures

  • High school diploma required, Bachelors preferred
  • 5+ years of experience preferred

Knowledge & Skills:
  • Computer literacy:  Expert with new applications and software programs. Expertise with Excel/Google Sheets preferred.
  • Organization: Extensive experience with electronic document and email file storage. Able to complete projects with expertise, accuracy and on time. Adept at prioritization and managing multiple priorities simultaneously.
  • Customer Service: Provides superb written and verbal communication. Demonstrated expertise with listening, inquiry, follow-up, and problem-solving skills. 
  • Critical Thinking:  Demonstrated expertise assessing complex situations and developing solutions. Extensive experience analyzing grant data through research, comprehension and application of regulations, policies, and procedures including NIH and other Federal, state and foundation regulations.
  • Financial:  Adept with budgeting principles, including projections and the integration of multiple complex awards and types with varying project periods.
  • Teamwork and Collaboration: Adept at cultivating relationships with faculty, research staff, department’s GM team, GM in other departments, and central departments.
  • Institute operations and processes: Adept at directing faculty and researchers to appropriate departmental and institutional resources, including for issues or queries outside the standard scope direct responsibility. In depth knowledge of regulations, policies, and our standard operating procedures (SOPs).
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